Enter the image references, the people or teams who may receive them, the purpose, the approval state and any limits you agreed. The register separates approved, pending and restricted uses, so anyone using a photograph can check before they publish. It records your information. It does not decide copyright, consent or legal permission.
What this register does
It gives you one place to see what can be done with each photograph. Every row pairs an image, a recipient and a purpose with a state: approved, pending or restricted. That makes it easy to answer the question "can we use this?" without searching old emails.
It suits communications teams, agencies and organisers who share event photographs with several parties.
How to use it
- Add the image references, such as file names or gallery numbers.
- Add each authorised recipient and the purpose, for example internal newsletter, website or press.
- Set the approval state, and note who approved it and when.
- Record any agreed limit, such as a channel, a date or a required caption.
- Filter by state to see what is still pending or restricted.
Reading the result
The three states make gaps visible. Pending rows need a decision. Restricted rows need a reminder to anyone preparing a post. Approved rows show exactly what has been cleared, and for whom.
For how permission to photograph differs from permission to publish, see permission to photograph and permission to publish. Keeping records of agreed image-use restrictions explains what to write down, and tracking image approvals without losing the original delivery covers the workflow.
Assumptions and limits
The register records your information. It is not legal advice, and it does not determine copyright, consent or permission. Those depend on your agreement and on the people shown. Our guide on personal, internal, press and advertising uses of photographs explains how the categories differ.
To plan uses ahead of time, try the post-event image use planner. Your entries stay in your browser unless you save them on this device.
Checklist
- Use file names or numbers to identify each image.
- List who may receive or publish it.
- State the purpose for each use.
- Mark each use as approved, pending or restricted.
- Record agreed limits, such as dates or channels.
- Name who approved, and when.
- Review the register before each new publication.
Tell us which uses your organisation needs, and we will plan future photography and the quotation around them, including any limits you want recorded.
Brief our photography around image useCommon questions
Does an approved entry mean the image is legally cleared?
No. The register records what you and your approvers have decided. Copyright, consent and other permissions depend on your agreement and the people in the photograph. Check those separately, using the guides linked below.
What counts as a restricted use?
Anything you have decided should not happen, such as paid advertising, use outside the organisation or publication before a date. Write the reason and who set the limit, so the next person understands it.
Should I list every photograph in the gallery?
Not necessarily. Start with the images that are shared or published, and group the rest by event or folder. Add detail only where a decision has been made.
Who should be allowed to change the register?
Name one owner. If many people edit it, approvals become unclear. Keep earlier states visible, so you can see when a pending image became approved.
Brief our photography around image use
Tell us which uses your organisation needs, and we will plan future photography and the quotation around them, including any limits you want recorded.
What happens next: You send your event details on WhatsApp. Our team reads the brief, asks what is missing, then confirms in writing whether the date, venue and coverage can be booked, with a quotation. Opening WhatsApp does not send anything, and a message is not a booking until both sides confirm.
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